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APSense documentation

Conceptual overview

What is APSense

APSense is a comprehensive expense management platform designed to simplify how you track business spending, manage receipts, and log professional mileage. Whether you are an individual freelancer or part of a larger team, APSense automates the tedious parts of financial record-keeping so you can focus on your work.

The platform is available across mobile, web, and desktop environments, ensuring you can capture a receipt the moment you receive it or build detailed reports from your office.

The APSense mental model

To use APSense effectively, it helps to understand how your data is organized. The platform uses a hierarchical structure to keep your finances tidy:

  • Workspaces: These are the highest level of organization. You use workspaces to separate different parts of your life or business, such as “Personal” and “Consulting.” Each workspace has its own settings, categories, and reports.
  • Reports: Reports act as containers for your expenses. You group related expenses into a report—like a “January Travel” or “Project X” report—before submitting them for approval or reimbursement.
  • Expenses: These are individual line items. An expense can be a captured receipt, a manual entry, or a mileage log.

Intelligent data capture

APSense eliminates manual data entry by using artificial intelligence (AI) and Optical Character Recognition (OCR) to read your receipts. When you scan a receipt, the system automatically identifies the vendor, total amount, and date.

Depending on your subscription tier and device, APSense uses different processing methods:

  • Local OCR: Available on all tiers, this method processes text directly on your mobile device for near-instant results.
  • Cloud AI: Available for Pro and Enterprise users, this leverages advanced models to extract line items, smart categories, and complex data points.
  • On-Device AI: For Pro users with high-end mobile devices, APSense runs advanced AI models locally to ensure maximum privacy and speed without needing a cloud connection.

Mileage and trip tracking

Logging business travel is a core part of the APSense experience. You can choose the method that best fits your workflow:

  • GPS Tracking: Start a trip in the mobile app, and APSense uses your device’s location services to calculate the exact distance traveled in real-time.
  • Odometer Entry: Enter your start and end odometer readings to calculate distance.
  • Location-to-Location: Simply enter your start and end addresses, and the system calculates the driving distance for you.

The report lifecycle

Expenses move through a structured workflow to ensure they are accurately recorded and reimbursed. Every report follows a specific lifecycle:

  1. Active: You are currently adding expenses to the report. It is your “draft” phase.
  2. Submitted: You have sent the report to an approver or accounting department. The report is now locked to prevent further changes.
  3. Approved/Rejected: An approver reviews your submission. If rejected, you can make corrections and resubmit.
  4. Done: The report is finalized, and the process is complete.

Workspaces and organization

Workspaces allow you to manage multiple business entities or projects within a single account. You can customize each workspace with unique colors and avatars to make switching between them intuitive.

By setting a Default Report within a workspace, any new receipt you scan is automatically assigned to that report, further reducing the number of taps required to stay organized.

Support and assistance

If you need help navigating the platform or have questions about your account, you can reach out to our support team: